Intrastaff

  • Executive Assistant - Bayview Medical Center

    Job Locations US-MD-Baltimore
    Job ID
    2017-1314
    Facility
    Johns Hopkins Bayview Medical Center
    Category
    Administrative/Clerical
    Type
    Temporary Full Time
  • Overview

    Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service.

    This position is responsible for providing administrative and executive secretarial support to a senior executive.  Prepares, revises and maintains confidential and complex statistical and management reports. Screens visitors, often referring to established hospital policies in answering inquiries, or referring visitors to appropriate sources.

    Responsibilities

     

    Administrative

    • Arranges meetings, schedules appointments, completes travel arrangements and maintains personal appointments. 
    • Receives and screens visitors and telephone calls for the department.  Interacts effectively and regularly with courtesy to various situations at many different various levels of personnel within and outside JHHC.
    • Coordinates problem resolution for escalated/VIP issues.
    • Accurately records proceedings from various committees.
    • Coordinates communications between the President's Office and external organizations and groups with related business activity.  May be required to handle highly sensitive and/or confidential information.
    • Composes and types complex department correspondence and reports and/or manuscripts from rough draft, machine dictation or shorthand.

    Data Analysis & Reporting:

    • Produces reports, data sets and graphical representations of data. Translates report requirements into meaningful reports, data sets and graphics.
    • Researches, gathers, interprets and maintains data needed to develop complex statistical and administrative reports.
    • Types/prepares confidential reports and correspondence.
    • Composes report summaries for department/management.
    • Creates and manages database files on personal computers using software programs, (i.e., word processing, spreadsheets, )

    Financial Management:

    • Reviews, processes and follows-up on department purchase orders and invoices.
    • Develops and secures approval of and implements appropriate recordkeeping procedures necessary to ensure efficient and effective area

    Policies & Procedures Maintenance:

    • Provides overall coordination of records, policies and procedures, programs and services specific to the department. Resolves problems and answers questions of a routine nature regarding department policies and procedures and offers interpretation of such policies and procedures based on prior interpretation by management.

    Project Management Responsibilities:

    • Coordinates project management activities as assigned. 

    Qualifications

    Education:

     

    This position requires a high school level of educational development and up to one year of basic technical training in secretarial, business or office management.

     

    Knowledge: 

    • Requires thorough knowledge  of office and administrative procedures at a level generally acquired through at least two year's related experience. Work requires a thorough knowledge of secretarial, office and administrative procedures, personal computers, and the use of standard office equipment. Requires knowledge of Excel, Powerpoint, Word and Access. Requires knowledge and understanding of the healthcare delivery system with focus on Managed care.
    • Knowledge and skills in SAP Shopping Cart, Expense Reimbursement and Online Payment Requestors is strongly preferred.

    Experience: 

    • Requires at least 2 years related experience supporting mid to upper management level executive level to be able to prepare complex reports, analyze data and solve problems in a health care or managed care setting.

    Skills: 

    • Requires proficient PC skills. Must demonstrate proficient use of various software products to include word processing, spreadsheets, database, graphics, calendars, and project management software. Work requires strong analytical and computational skills. Requires strong organizational skills and analytical ability in order to interpret information and provide recommendations based on data collected. Must be able to understand budget/financial reports and related detail in order to follow-up. Must develop and implement filing and other systems to ensure adequate monitoring of expenses and encumbrances and other information and generate related reports for review by management.  Must have interpersonal skills necessary to handle sensitive and confidential situations (including poise, tact and diplomacy) and to interact with diverse groups of people within the institution and from outside agencies. Must have strong writing skills.

     

    Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed